Photo: Roberk Brooks

Job Opening: Events Assistant – Volunteer  

Location: Oxford (Primarily remote)

Start: Immediately

JOB SUMMARY 

The Events Assistant will work closely with PEN’s Congress and events officer and other members of staff to implement PEN’s 90th Annual Congress which is being held in Oxford from 23rd to the 27th September 2024. 

The annual PEN Congress offers an opportunity for the PEN community to meet and define the direction of PEN’s work. Officially, it is the Annual General Meeting (AGM) of the international office of PEN, but its importance extends far beyond this function. The Congress helps PEN strengthen its networks and connections; reinforce and refine its core principles through discussion, debate and pass resolutions; exchange experiences and ideas and celebrate writing in all its forms.

The Events Assistant will ideally be based in Oxford or nearby; however, applications from London will also be considered. The work is primarily remote, with in-person presence required during the day of the congress.

This role will strengthen PEN International's events, focusing especially on PEN International’s Annual Congress. This role is largely capacity building and entails managing all PEN International Congress and pre-Congress events and supporting local partners from across the globe.  

This position will be suitable to someone interested in human rights, development or literature looking to develop a career in events and/or cultural management within the charity sector. 

KEY RESPONSIBILITIES 

Ideally, we are looking for an individual to start as soon as possible to assist with the preparation, logistic arrangements and to provide support during the days of the congress.  

Tasks will include:

• Assisting in the preparation of Congress and Committees materials for participants

• Responding to enquiries from Congress and Committees meetings participants

• Assisting in preparing pre-Congress mailings to PEN Centres and participants

• Assisting in running online Zoom events for Congress or Committees meetings (technical and logistical) 

• Communication with panellists, special guest and other involved parties for the events purposes 

Translating small amounts of text between English and Spanish and /or French (if applicable to candidate) with the help of DeepL software system.

The role reports to the Congresses and Events Officer but works in close collaboration with the Digital/Data, Communications and Fundraising Teams.

PERSON SPECIFICATION 
 

Essential 

·       Fluent written and spoken English  

·       Excellent organisational skills 

·       Excellent written and oral communication skills 

·       Experience of organising events e.g. as a volunteer or student 

·       Excellent knowledge of Microsoft Package, especially Word and Excel 

·       Experience in managing WordPress based websites 

·       Skills in video editing (e.g. subtitling) 

·       Experience of running digital events (Teams, Zoom, other platforms)  

·       Experience of using social media (esp. Twitter, Facebook, Instagram) 

·       Willingness to work on their own initiative as well as in a team: ability to plan, organise and prioritise own work independently or in consultation with others 

Desirable 

·       Knowledge of other languages, particularly Spanish and / or French  

·       Experience of office/clerical work 

·       A commitment to promoting freedom of expression and literature 

·       Experience of arranging international travel 

·       Experience of working in a customer services role 

·       Preferably based in Oxford, or nearby 

The successful candidate will gain: 

Experience in working for an international human rights / literary membership organisation.

Experience of implementing a large-scale membership conference (event planning and project management skills).

Improved administrative and office skills.

Increased ability to understand the complex issues inherent in freedom of expression.  

Experience of preparing a wide range of written material to tight deadlines and aimed at specific audiences.  

Experience of working with people from a wide range of cultures and backgrounds. 

All volunteers must have the right to work in the UK. Volunteers are selected after a brief interview and written language test. A trial period of one month will be required after which either side can reconsider the decision to continue. 

To apply email your CV (maximum 2) pages and a brief cover letter (maximum 1 page) outlining your reasons for applying, the skills you can bring to the position and how you meet the essential criteria (desirable criteria if applicable) 

Please email these documents to HR@pen-international.org using ‘Events Assistant 2024’ in the subject line.